Ring the Bell on Efficiency with These School POS Systems
Why Modern Schools Need Specialized POS Systems
POS systems for schools are essential technology tools that streamline cafeteria operations, student store management, and fee collection across educational institutions. Unlike retail systems, these specialized solutions address unique educational requirements.
Quick Answer: Choosing a School POS System
Cloud-Based Solutions offer remote access and powerful reporting All-in-One Systems provide integrated student tracking and inventory management Mobile Options support events and pop-up shops Parent-Friendly Platforms enable real-time account monitoring Multi-Location Management delivers centralized control for districts with several campuses
School POS systems differ from standard retail solutions by offering:
Student account management with spending limits and dietary restrictions
Parental monitoring of purchases and account balances
Integration with Student Information Systems (SIS)
Specialized reporting for school nutrition programs
Compliance with educational regulations
These systems help schools reduce lunch lines, track inventory, process various payment methods, and provide detailed analytics for administrators. The right POS can transform how schools handle everything from cafeteria operations to bookstore sales and event ticketing.
I'm Lydia Valberg, co-owner at Merchant Payment Services with over 35 years of family experience helping educational institutions implement transparent, efficient payment solutions including specialized POS systems for schools that streamline operations while building trust with students, parents and staff.
What Makes POS Systems for Schools Unique?
Ever tried to serve lunch to 500 hungry students in just 25 minutes? That's just one of the challenges schools face that regular retail systems simply can't handle. POS systems for schools need to be special - they're not just processing sales, they're managing student wellbeing, regulatory requirements, and lightning-fast service all at once.
When a fifth-grader with a peanut allergy approaches the lunch line, their POS system for schools needs to instantly flag that dietary restriction. When a parent wants to know what their child bought for lunch yesterday, the system needs to tell them. These aren't nice-to-have featuresthey're absolute necessities.
"Our support rep was very detailed and very pleasant. At the start of school, she is just the person you need on the other end of the phone," shared one school administrator after implementing a specialized cafeteria POS. This highlights another crucial difference school systems need support teams who truly understand the educational environment and its unique rhythm.
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POS Systems for Schools vs. Retail POS Systems
While your local coffee shop's POS tracks lattes and muffins, POS systems for schools track free and reduced meal eligibility, nutritional compliance, and student-specific accounts. The differences run deep:
Retail systems focus on products and profits. School systems focus on people and compliance. Retail systems might track customer loyalty, but POS systems for schools track meal participation rates for federal reimbursement. Retail systems generate sales reports, while school systems must produce detailed nutritional analysis for regulatory requirements.
One school nutrition director put it perfectly: "The ability to generate very specific reports is going to be a godsend when it comes to forecasting and budgeting." These systems don't just process transactionsthey help schools fulfill their educational mission while meeting complex governmental requirements.
Why "POS Systems for Schools" Must Handle Parents, Students & Staff
The magic of a great POS system for schools is how it connects three different groups with very different needs:
For students, it means tapping their ID card and moving quickly through the lunch line. It means their system knows they can't have dairy products. It means earning points when they buy spirit wear for Friday's game.
For parents, it's peace of mind. They can see exactly what their child purchased today, set spending limits so the lunch money lasts all week, and receive alerts when the account balance gets low. Modern systems "offer parents the opportunity to monitor and fund their student's spending in real-time with the click of a button or a tap in our app."
For staff, it's about efficiency and compliance. Cafeteria workers need simple, intuitive interfaces that work flawlessly during the lunch rush. Administrators need detailed reports for audits and budget planning. Everyone needs reliability.
The numbers tell the story: One leading school POS platform has processed over 18.6 million transactions and sold more than 1.4 million items across 100+ schools. That massive scale requires specialized systems built specifically for educational environmentssystems that understand the unique challenges of serving students, satisfying parents, and supporting staff.
Cloud-Based Cafeteria POS
Cloud-based POS systems have transformed how schools manage their cafeterias, bringing welcome relief to nutrition directors who used to be chained to their office computers. With these modern systems, your cafeteria management becomes accessible from anywhere – whether you're at home reviewing yesterday's numbers or checking inventory while attending a conference.
Schools like Metropolitan Nashville Public Schools and Westside Community Schools have seen fantastic results with cloud-based POS systems for schools, reporting significant improvements in both student participation and lunch line speed. No more frustrated students abandoning lunch because the line's too long!
"I can finally check our numbers while waiting for my daughter's soccer practice to end," one nutrition director told us recently. "It's changed how I manage our program completely."
The beauty of cloud-based cafeteria systems lies in their flexibility and reduced IT burden:
Your nutrition team gets remote program management from any device with internet access, while enjoying real-time reporting that helps make smarter purchasing decisions. Meanwhile, your IT staff will appreciate the automatic updates that happen without their intervention and the reduced hardware costs from not needing expensive on-site servers. Plus, disaster recovery happens automatically – no more panic when a computer crashes!
Perhaps most importantly, these systems make free and reduced meal programs far easier to manage. Online meal applications integrate directly with your POS, updating student eligibility automatically and ensuring your reimbursement claims are accurate. As one nutrition director put it, "Cloud-based systems are intuitive so training new people is a delight and is a much faster project."
Parents love the convenience too. They can apply for meal benefits, check balances, and add funds to student accounts from their smartphones or computers. This accessibility typically boosts participation rates while reducing those uncomfortable unpaid meal charges that nobody enjoys handling.
Here at Merchant Payment Services, we've helped districts across the country implement cloud solutions that maintain perfect compliance with regulatory requirements while dramatically improving daily operations. No more weekend trips to the office just to run reports!
Scientific research on student spending
All-in-One Kiosk & Tablet POS
When I visit schools using modern all-in-one kiosk and tablet POS systems, I'm always impressed by how these sleek, user-friendly setups have transformed their operations. These systems aren't just practical—they're changing how schools handle everything from lunch lines to visitor check-ins.
Take the NE150 Convertible POS Stand, for example. With its rotating customer-facing display, it adds both security and convenience across multiple school departments. I recently watched a high school cafeteria manager demonstrate how her staff could flip the screen toward students to verify their purchases in seconds.
"Before our touch-screen system, we'd have long backups every lunch period," she told me. "Now we process each student in under a minute—which matters when kids only have 20-30 minutes for lunch." Her staff uses customizable quick-keys for popular items, keeping those lines moving during the midday rush.
The same hardware works brilliantly across campus. In libraries, self-checkout stations free up staff to help students with research instead of scanning books. Front offices use them to verify visitor IDs and print badges, while some innovative teachers have even incorporated them as interactive learning stations.
The swivel stands are particularly clever. When a student needs to enter a PIN or verify a transaction, the screen rotates for their privacy. Parents appreciate this attention to security, especially when handling financial information or account details.
Contactless payments have become a game-changer in school environments—not just for speed but for hygiene too. Most POS systems for schools now support NFC technology, letting students and staff simply tap their cards or phones for instant transactions. One middle school principal told me, "The difference in our lunch line speed after adding tap-to-pay was immediate. We gained back nearly ten minutes of actual eating time."
Self-checkout capabilities work wonderfully in student stores and libraries. At one high school I visited, their bookshop operates almost entirely through self-service kiosks during busy periods, with a single staff member overseeing multiple stations. The system tracks inventory in real-time, so they always know when to reorder popular spirit wear or supplies.
Here at Merchant Payment Services, we've helped schools across Chicago, Fresno, and Providence implement these versatile solutions. What I love most is seeing how a single hardware investment can dramatically improve efficiency across so many departments—from cafeterias to classrooms and everywhere in between.
Student Store & Bookshop POS
Walk into any school store or campus bookshop and you'll quickly notice they're not your typical retail operation. These unique spaces juggle everything from textbooks and school supplies to the latest spirit wear that students can't wait to get their hands on. That's why they need POS systems for schools that understand their specific challenges.
Many school-focused POS platforms feel like they were built specifically for these environments. When I visited a high school in Chicago last year, the student store manager showed me how easily they could organize their varied inventory with custom tags separating graduation items from everyday supplies with just a few taps.
The success stories speak volumes. One middle school reported they could "sell three times the amount of product during registration compared to previous years" after upgrading their bookstore technology. That's not just a minor improvement it's a game-changer for school fundraising efforts.
Inventory management becomes surprisingly simple with barcode scanning capabilities. Rather than manually tracking each pencil and notebook, staff (or often student volunteers) can quickly scan items at checkout while the system automatically updates inventory counts. Many schools even print their own barcodes directly from the POS, making it easy to tag new spirit wear as soon as it arrives.
Speaking of spirit wear, the right POS transforms these sales from occasional transactions to engagement opportunities. Several schools we've worked with have implemented loyalty point systems that reward students for supporting their school. As one store manager in Providence told me, "The interface is so user-friendly that even our rotating parent volunteers can run it with minimal training."
For schools using their stores as educational enterprises, detailed profit reports provide real-world business lessons. Student managers can analyze which products sell best during different seasons, helping them make data-driven decisions about future inventory purchases. These reports also ensure the store remains financially viable as a fundraising operation.
What truly sets bookshop and student store POS systems for schools apart is their ability to balance commercial functionality with educational purpose. They need to process transactions efficiently while also supporting the broader mission of the school community.
At Merchant Payment Services, we've helped dozens of school stores implement systems that match their unique needs from small elementary school supply closets to large high school enterprises with thousands of SKUs. Our solutions integrate seamlessly with existing school systems while providing the specialized features needed to run these operations efficiently.
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Mobile Event & Concession POS
School life buzzes with activity beyond classroom walls and cafeteria tables. From Friday night football games to spring musicals, fundraising carnivals to book fairs these events need payment solutions that can go wherever students and parents gather. This is where mobile POS systems for schools truly shine.
"Selling concessions on the football field without missing a beat" isn't just a convenience anymore it's become essential for schools maximizing revenue opportunities. Today's portable POS solutions transform ordinary tablets and smartphones into powerful payment stations that booster clubs, student groups, and staff can use anywhere.
The beauty of these systems lies in their simplicity and flexibility. Portable setups can be quickly deployed for a band concert on Thursday, stored away Friday, and ready for Saturday's athletic tournament.
Pop-up shops become remarkably easy to manage with mobile POS technology. Whether it's selling spirit wear during homecoming week or running the annual book fair, these systems adapt to different sales scenarios with minimal setup time. One administrator summed it up perfectly: "Pop-up shops just got a lot easier" when using tablet-based systems with integrated card readers.
Ticket sales represent another perfect use case for mobile POS systems. Rather than fumbling with cash boxes and paper tickets, schools can process multiple payment types right at entry points, dramatically reducing lines and improving the experience for everyone. Many systems now support pre-sale ticket validation through quick QR code scanning a feature that's been game-changing for high-attendance events.
The shift to QR receipts has been another welcome improvement. Instead of handing out paper receipts that inevitably end up on the gymnasium floor, many mobile POS implementations now deliver digital receipts via email or text message. This reduces waste while giving customers easy access to their transaction records particularly helpful when parents need to track student purchases.
At Merchant Payment Services, we've equipped countless schools across the country with mobile POS solutions that perfectly match their event and concession needs. We understand these environments present unique challenges from spotty WiFi to volunteer staff with minimal training time and can recommend hardware-software combinations that provide maximum flexibility with minimal headaches.
Integrated Fee & Accounting POS
The magic of modern POS systems for schools really shines when they play nicely with your existing administrative software. Gone are the days of manually entering the same data twice or hunting down discrepancies between systems.
When your POS connects directly with your Student Information System (SIS), everything just works better. Student rosters, meal eligibility status, and contact details automatically sync, keeping everything current without extra work. As one relieved school administrator told us, "Monthly reconciliation just got a lot simpler" after implementing an integrated system.
The financial team especially loves the General Ledger (GL) export capabilities. With just a few clicks, transaction data flows directly into your accounting system, making month-end closing faster and more accurate. Whether you're using specialized school accounting software or a standard platform, the best systems adapt to your needs rather than forcing you to change your processes.
QuickBooks integration has become a must-have feature for many schools. When your POS connects seamlessly with this popular accounting tool, you'll see sales receipts, refunds, customer balances, and even inventory adjustments automatically appear in your books. Some systems even track staff hours, simplifying payroll processing.
Cloud-based reporting takes convenience to another level. Need to check yesterday's cafeteria sales while at a conference? Want to see if the bookstore is running low on supplies? With cloud access, these insights are available wherever you have internet access – no more waiting until you're back in the office.
Here's how different integration types stack up across school POS platforms:
Integration Type Benefit Implementation Complexity SIS Sync Automated student data management Medium GL Export Streamlined accounting processes Low QuickBooks Bridge Comprehensive financial data flow Medium Payment Gateway Secure online payment processing Low Inventory Management Automated purchasing and stock control Medium Parent Portal Real-time account access and funding Low
At Merchant Payment Services, we understand that seamless integration is crucial for schools. Our team works hand-in-hand with your IT department to ensure data flows smoothly between systems while maintaining the highest levels of security and compliance. With offices in Chicago, Fresno, and Providence, we're ready to help your school create a truly connected financial ecosystem.
Security, Privacy & Compliance Checklist
When it comes to POS systems for schools, security isn't just a feature—it's an absolute necessity. Schools handle sensitive student information and financial data that requires thoughtful protection under multiple regulatory frameworks.
Think of your school's POS system as a digital vault that needs multiple layers of security. The foundation starts with PCI-DSS compliance—the Payment Card Industry Data Security Standard that governs how credit card information is handled. Good news for administrators: the best school POS providers host payment data on their secure networks, taking that compliance burden off your shoulders.
"The elimination of local PCI/DSS compliance burden by hosting data on vendor networks saves our IT department countless hours," one school technology director told us recently. "We can focus on supporting teachers instead of worrying about payment security."
Then there's FERPA—the Family Educational Rights and Privacy Act. This federal law protects student privacy, and your POS system needs to play by these rules. Look for systems with role-based access controls that ensure the lunch lady can't access academic records, and audit trails that track who's looking at what information.
Data encryption should be non-negotiable in your POS selection process. Information should be protected both while it's moving across networks (in transit) and when it's stored on servers (at rest). As one vendor rightly points out, "All PCI/DSS data is stored on the vendor's network" with daily backups to prevent information loss.
Here's a quick security checklist to take to your next POS vendor meeting:
✓ PCI-DSS compliance certification
✓ FERPA compliance capabilities
✓ End-to-end encryption for all transactions
✓ Role-based access controls
✓ Secure password policies with multi-factor authentication
✓ Regular security updates and patch management
✓ Data backup and disaster recovery procedures
✓ Audit logging and monitoring
✓ Physical security for on-premise hardware
✓ Clear privacy policy for student data
SSL encryption represents the minimum security standard for any cloud-based school POS system. This technology creates a secure tunnel for data to travel through, making it much harder for anyone to intercept sensitive information.
At Merchant Payment Services, we take security personally. We know that behind every student ID number is a real child, and behind every transaction is a family's trust in your school. Our solutions build in multiple protection layers while maintaining full compliance with all relevant regulations. We regularly review and update our security protocols because, in the digital world, standing still means falling behind.
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How POS Systems Streamline Lines & Boost Participation
Let's face it lunch periods are short, and nobody wants to spend precious minutes standing in line. With most students having just 20-30 minutes to get through the line, eat, and socialize, every second matters. Modern POS systems for schools tackle this challenge head-on with clever features that keep things moving.
Remember those old cash registers with dozens of buttons? Today's cafeteria POS systems use smart quick-keys that cafeteria staff can customize for popular items like "Monday Pizza" or "Taco Tuesday." One tap and the item is added no searching through menus or typing in prices. This simple feature alone can shave precious seconds off each transaction.
Pre-ordering has been a game-changer for many schools. Parents or students can select meals days in advance through user-friendly apps or web portals. Kitchen staff know exactly what to prepare, and when lunch rolls around, students can grab their pre-ordered meals from a dedicated line. Some schools report cutting wait times in half with this approach!
The days of counting coins and making change are disappearing thanks to tap-to-pay technology. Whether it's an ID card, colorful wristband, or smartphone, students simply tap and go. No PIN codes, no fumbling for cash just a quick beep and they're on their way to their table with lunch in hand.
Behind the scenes, kitchen display screens have revolutionized how cafeteria teams communicate. Instead of shouting orders or using paper tickets, these digital displays show exactly what's needed in real-time. The prep team can see when certain items are running low and prioritize accordingly. Many systems even include helpful features like preparation timers and historical data that help staff anticipate busy periods.
The impact is impressive. One widely used school POS platform has handled millions of transactions across scores of campuses that's a lot of lunches served efficiently! A nutrition director told us that after implementing their new system, they not only moved students through lines faster but actually increased participation rates. Students who previously skipped lunch because "the line is too long" were now getting proper nutrition.
At Merchant Payment Services, we've helped schools in communities across America transform their cafeterias from bottlenecks to smooth operations. Our Chicago, Fresno, and Providence teams understand that every minute saved in the lunch line is another minute for students to eat, chat with friends, or simply relax before heading back to class.
The best part? These efficiency improvements don't just make students happier they also help schools meet their nutrition program goals by serving more meals to more students in the same amount of time.
Payment Methods Every School POS Should Accept
Today's students and parents expect payment flexibility. Modern POS systems for schools must support multiple payment methods to maximize convenience and participation rates.
Cash remains important in school environments, particularly for younger students or occasional purchases. However, digital payment options have become increasingly prevalent due to their speed, security, and traceability.
EMV chip card processing provides improved security for credit and debit transactions, protecting both the school and card users from fraud. All modern school POS systems should support this technology as a baseline capability.
NFC (Near Field Communication) wallets like Apple Pay and Google Pay offer the fastest transaction method, allowing students to simply tap their smartphones or watches to complete purchases. This contactless approach has gained popularity for both convenience and hygiene reasons.
Online pre-payment has transformed how parents manage student accounts. As one parent noted, "The ability to monitor and fund my student's spending in real-time with the click of a button or a tap in an app" provides peace of mind and ensures students always have funds available.
ACH (Automated Clearing House) transfers offer a cost-effective alternative to credit card payments for larger deposits or recurring funding. Many school POS systems now support automatic ACH deposits to maintain minimum account balances.
The most comprehensive school POS systems support all these payment methods within a unified platform, allowing families to choose what works best for their needs. This flexibility helps maximize participation rates while ensuring no student is excluded due to payment limitations.
At Merchant Payment Services, we specialize in implementing payment solutions that accept multiple transaction types through a single, secure platform. Our team in Chicago, Fresno, and Providence can help your school configure the ideal payment mix for your specific community needs.
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Implementation, Training & Support Tips
Getting your new POS system for schools up and running doesn't have to be stressful. With the right planning and support, the transition can be smooth for everyone involved – from cafeteria staff to administrators.
Most successful school POS implementations follow a predictable timeline that gives everyone enough time to adjust without feeling rushed. The secret is breaking down the process into manageable steps that build confidence along the way.
Staff training makes all the difference in how quickly your team adapts to the new system. The best training approaches combine hands-on practice with plenty of reference materials. As one cafeteria manager told us with relief in her voice, "Training new people is a delight and is a much faster project" after switching to a modern cloud-based system.
For schools that rely on parent volunteers or student workers, look for systems with simplified volunteer modes. These special interfaces give temporary users just what they need to handle basic transactions without accidentally changing important settings. This feature is particularly valuable for booster club events, student stores, and special fundraisers where different people might be working the register each time.
24/7 help desk support should be non-negotiable when choosing a vendor. School activities happen at all hours – from early morning breakfast programs to evening sporting events. When your system hiccups during the Friday night football game concession rush, you need someone answering that support call immediately, not Monday morning.
Many schools find that online demos and video tutorials help reinforce initial training sessions. These resources allow staff to revisit tricky procedures at their own pace, building confidence without feeling rushed. Look for systems that offer a comprehensive knowledge base that's actually written in plain English, not technical jargon.
At Merchant Payment Services, we've learned that the most successful implementations happen when we're truly partners in the process, not just vendors dropping off equipment. Our team in Chicago, Fresno, and Providence stays engaged throughout your rollout, with friendly faces on-site during critical transition days. We believe in "no silly questions" support – because everyone deserves to feel confident using their new tools.
We've found that a typical school POS implementation takes about four weeks from initial planning to going live, with the most successful rollouts happening during school breaks when staff can focus on learning without daily operational pressures. This timing gives everyone breathing room to get comfortable before the lunch lines form again.
Frequently Asked Questions about POS Systems for Schools
How much does a school POS cost on average?
When schools consider implementing a POS system for schools, cost is naturally one of the first questions that comes up in budget discussions. The truth is, pricing varies quite a bit depending on what your school needs.
Most cloud-based systems follow a per-student subscription model, with basic options starting around $0.15 per student annually. More feature-rich solutions typically range from $2-5 per student. I've worked with schools of all sizes who find this scalable pricing model fits nicely with their budgeting process.
Hardware costs are separate each all-in-one POS terminal typically runs between $1,500-$2,300. Many schools start with just a few terminals and add more as needed.
As one business manager told me recently, "We were pleasantly surprised that a leading provider offered pricing as low as $0.15 per student, making it accessible regardless of our district size."
At Merchant Payment Services, we've built our reputation on transparent pricing without those frustrating hidden fees. Our month-to-month agreements give schools the flexibility they need, and our free terminal program has helped many educational clients minimize their upfront investment.
Can we enforce spending limits and allergy alerts automatically?
Yes! This is actually one of the most valuable features of modern POS systems for schools, and one that parents particularly appreciate.
Today's systems make it simple for parents to set spending boundaries through online portals whether that's a daily dollar limit, restrictions on certain items, or specific meal-period allowances. When a student attempts to purchase something outside these parameters, the system automatically flags the transaction. Depending on your school's policy, it can either prevent the purchase entirely or require a manager override.
For health and safety, allergy alerts are absolutely critical. When properly configured, your POS system for schools will display prominent warnings during checkout when a student with registered allergies attempts to purchase potentially problematic items.
"The system flags allergens immediately with a bright red screen," explained one cafeteria manager I worked with. "It's been a game-changer for our staff's peace of mind, especially with our youngest students who might not remember their restrictions."
These automated safeguards create a triple win parents gain confidence, students remain protected, and cafeteria staff can work efficiently without constantly cross-checking restriction lists manually.
What reports help nutrition directors stay compliant?
Nutrition directors often tell me that robust reporting is what helps them sleep at night, especially during audit season. Modern POS systems for schools generate detailed documentation that makes compliance significantly easier.
The most valuable reports typically cover several key areas. Participation reports break down meal counts by eligibility category (free, reduced, paid), which is essential for accurate reimbursement claims. Nutritional analysis documents help verify compliance with ever-changing USDA guidelines.
Production records track quantities prepared versus served, helping reduce waste while ensuring adequate portions. Detailed sales reports categorize transactions by payment method and meal type, while inventory reports monitor food costs and usage patterns.
"The ability to generate very specific reports is a godsend when it comes to forecasting and budgeting," shared one nutrition director who switched to a cloud-based system last year. "I can pull exactly what I need in seconds rather than spending hours compiling spreadsheets."
The cloud accessibility of these reports is particularly valuable nutrition directors can review data from home, respond quickly to district inquiries, or prepare for inspections without being tethered to their office computer.
At Merchant Payment Services, we've helped numerous schools implement reporting solutions that not only satisfy compliance requirements but also provide actionable insights for continual program improvement.
Conclusion
Choosing the right POS system for schools isn't just about processing payments—it's about creating a seamless experience that benefits everyone in your educational community. From speeding up lunch lines to simplifying accounting, these specialized systems can transform how your school handles everything from daily meals to special events.
Throughout this guide, we've explored how modern school POS solutions deliver:
Streamlined operations that reduce wait times and administrative burden
Improved accountability through detailed reporting and parent portals
Improved student experiences with quick, cashless transactions
Valuable data insights that support better decision-making
The difference between a standard retail POS and a specialized school system becomes clear when you see these solutions in action. As one school administrator told us, "We used to spend hours reconciling lunch accounts—now it happens automatically, and parents can see everything in real-time."
At Merchant Payment Services, we understand that schools face unique challenges and budget constraints. That's why we've designed our POS systems for schools with flexibility in mind. Our month-to-month agreements mean no long-term commitments, while our no-fee approach eliminates those frustrating hidden costs that strain educational budgets.
Whether you're looking to launch a fully cashless campus or simply need to modernize your cafeteria checkout process, our team is ready to help. With offices in Chicago, Fresno, and Providence, we bring decades of experience working specifically with educational institutions across the country.
Ready to see how easy implementing a new school POS system can be? We'd love to show you. After all, your staff deserves technology that makes their jobs easier, your parents deserve transparency, and your students deserve more time to enjoy their lunch!